MONTHLY PROJECT PROGRESS REPORT

Transcription

1 MONTHLY PROJECT PROGRESS REPORT Project name: Project description: UCL School of Pharmacy Merger - IT & Data Programme A Programme to ensure all IT & Data elements of the UCL SoP Merger are co-ordinated & delivered to fulfil business priorities. Project number P Reporting period: February 2012 Project start : 01 Dec 2011 Project end : 30 September 2012 Project Executive S Winmill Account No: RD87 Project Manager N Woods Author: N Woods ISC Functional Committee: N/A Date of next board meeting: 16 March 2012 Overall Project Status e.g. Red, Amber, Green GREEN OVERALL BENEFIT Access to all the user benefits of UCL services for School of Pharmacy staff and students, such as online portals & processes, greater volumes of resources, and greater and more regular investment in new technology. Improved visibility and co-ordination of all outstanding activity, to integrate the School of Pharmacy into UCL at an operational level, across multiple service areas and teams. Reduced risk of oversights, or unsequenced delivery of critical work, which ultimately means the Strategic Outcomes cannot be achieved. Reduced risk of reputational damage to UCL, caused by oversights or mistakes, which could reinforce any residual resistance to the merger. Reduced duplication of effort or costs, from multiple teams pursuing some similar objectives separately. Improved cost efficiencies by grouping common requirements from multiple teams into co-ordinated delivery, benefiting from economies of scale. Project Progress Reporting Template v2.6 UCL 2011 Page 1 of 10

2 HEADLINES ACHIEVEMENT DURING REPORTING PERIOD: All due milestones complete Recommendations regarding scope of IT Programme/Project agreed. Requirement for parallel Business Operations Project (& PM) agreed. ACTIVITIES AND OBJECTIVES FOR NEXT REPORTING PERIOD: Stage 2 IT Project PID approved Stage 3 IT Project Manager Recruited (& handover) Stage 3 Business Operations Project Manager Recruited (- task owner, A Whalley) Governance IT Project Working Group established Governance IT Project Board established. Governance Regular Operations Working Groups established (- item to be handed over to Business Operations Project PM) Governance Business Operations Project Board established (- item to be handed over to Business Operations Project PM) Budget additional IT funding bid submitted & approved SLIPPAGE AND REMEDIAL ACTIONS: None CURRENT STATUS SUMMARY FOR ISD CONSOLIDATED REPORT (NOT MORE THAN 1,000 CHARACTERS, NO BULLETS) Full-scoping exercise for all of the outstanding Merger activity complete. Draft PID produced. Recommendations for the IT Project scope approved. Requirement agreed for a parallel Business Operations Project (& PM) to cater for the IT out of scope items. PROJECT MILESTONES Milestone name Milestone from PID or business case Last Current Actual Date Comments including details of any slippage and remedial action taken STAGE 0 START UP Student data in Portico 15 Dec 15 Dec Complete Project Progress Reporting Template v2.6 UCL 2011 Page 2 of 10

3 Milestone name Milestone from PID or business case Last Current Actual Date Comments including details of any slippage and remedial action taken Student UPIs created 16 Dec 16 Dec Complete Student userids created 16 Dec 16 Dec Complete Student accounts created 16 Dec 16 Dec Complete Student ID cards created 23 Dec 22 Dec Complete Staff data into Resourcelink 01 Dec 01 Dec Complete Staff UPIs created 19 Dec 19 Dec Complete Staff userids created 19 Dec 19 Dec Complete Staff userid slips printed 20 Dec 20 Dec Complete Staff accounts created 19 Dec 19 Dec Complete Staff ID cards created 23 Dec 22 Dec Complete (basic) Staff data into IRIS 23 Dec 23 Dec Complete Staff & Student ID cards & slips delivered to SoP 23 Dec 23 Dec Complete Logical VPN connection of Janet networks 21 Dec - Physical dig and fibre connection of networks 12 Dec 12 Dec Complete Logical connection of Physical networks 04 Jan 04 Jan Complete SoP Student Comms 22 Dec 22 Dec Complete SoP Staff Comms 03 Jan 03 Jan Complete STAGE 1 DISCOVERY & CONSULTATION IT & Data Programme Board established Dec 2011 Complete UCL Heads of Service consulted Jan 2012 Complete SoP Heads of Service consulted Jan 2012 Complete IT systems & contracts reviewed Jan 2012 Complete STAGE 2 - PLANNING Programme Initiation Document produced Feb 2012 Failed following several tests. Replaced with Physical connection. Complete Project Progress Reporting Template v2.6 UCL 2011 Page 3 of 10

4 Milestone name Milestone from PID or business case Last Current Actual Date Comments including details of any slippage and remedial action taken Revised Budget Bid submitted Feb 2012 Complete Registry Working Group meetings underway Feb 2012 Complete Registry Plan Produced Mar 2012 HR Working Group meetings underway Feb 2012 Complete HR Plan Produced Mar 2012 Finance Working Group meetings underway Feb 2012 Complete Finance Plan Produced Mar 2012 Estates Working Group meetings underway Feb 2012 Complete Estates Plan Produced Mar 2012 Technical Steering Group meetings underway Jan 2012 Complete IT Plan Produced Feb 2012 Complete Summary Programme Plan Produced Feb 2012 Complete PID & Plan approved Mar 2012 STAGE 3 - DELIVERY Project Resources Recruited Mar 2012 Data Temps Recruited Mar 2012 Document Scanning Project Initiated Apr 2012 Single ID Card Project Initiated Apr 2012 Legacy Data Retention Project initiated Apr 2012 AD, IP & DNS Workpackage complete May 2012 Data network 2 nd circuit complete Apr 2012 Eduroam available in Brunswick Sq May 2012 Telephone Exchange connected (Nov 2012) Handover item post-programme close Project Progress Reporting Template v2.6 UCL 2011 Page 4 of 10

5 Milestone name Milestone from PID or business case Last Current Actual Date Comments including details of any slippage and remedial action taken SharePoint Workpackage complete Apr & Calendar Migrations complete Jun 2012 ELearning content migrated Sept 2012 New Student Data imported Aug 2012 Existing Student Data imported Jul 2012 Module & Event Data imported Aug 2012 New Staff records imported Mar 2012 Payroll data imported Jun 2012 Pensions data imported Jun 2012 Honoraries records imported Feb 2012 Appointments imported (SIP) Jun 2012 MyView Self-Service available Mar 2012 Financial accounts imported Jun 2012 Suppliers Imported Jul 2012 Research Grant info imported Jul 2012 Estates records imported Jun 2012 All ID cards produced Aug 2012 IT contracts novated Sept 2012 Document Scanning Project complete Sept 2012 Single ID Card Project complete Sept 2012 Legacy Data Retention Project complete Sept 2012 STAGE 4 - CLOSE Post implementation review & lesson learned report Sept 2012 Programme Closure report Sept 2012 Project Progress Reporting Template v2.6 UCL 2011 Page 5 of 10

6 BUDGET / EXPENDITURE ICT Costs Description Agreed total budget ( k) (a) Budget released to project so far ( k) (b) Previous year s total spend ( k) (c) Current financial year spend FY to ( k) (d) Rest of FY ( k) (e) Sub-total ( k) (f=d+e) Future years total spend ( k) (g) Project total spend ( k) (h=c+f+g) Variance between budget released to and costs to ( k) (j=b-c-d) Hardware (s) Software (t) Additional external staff (u) (could be fixed term staff or contract staff) Variance between total budget and total spend ( k) (i=a-h) Other (v) Sub-total (w=s+t+u+v) Internal staff cost (x) (no. days x 200) Total (y=w+x) NOTES ON BUDGET/EXPENDITURE Initial ISC budget of 114k was awarded, to initiate & complete work in Stage 0 and Stage 1 this is complete at a cost of 94k. Scoping of Stages 2-4 identifies further costs & resource requirements. Additional short-form bid submitted. Project Progress Reporting Template v2.6 UCL 2011 Page 6 of 10

7 STAFF RESOURCE ALLOCATED TO THE PROJECT Role name STAGE 0 Resource name Start of assignment End of assignment Total no. of person-days allocated to the project Total persondays this period UCL ISD Director Support Services S Winmill 01 Oct Jan Programme Manager N Woods 01 Dec Jan UCL Networks Team M Turpin 01 Nov Jan UCL IAM Team N Homawala 01 Nov Jan UCL HR Team N Clayton 01 Nov Jan UCL Registry Team O Magro 01 Dec Jan UCL Estates Team M Dawe 01 Dec Dec SoP IT Team N Clark 01 Oct Jan STAGES 1-4 Programme Executive S Winmill 09 Jan Aug per week Programme Manager N Woods 09 Jan Apr per week Project Manager To be appointed 31 Mar Sep per week Senior User L Moyse 01 Oct Sep 2012 Senior User M Boylan 01 Oct Sep 2012 Senior Supplier K Nicholls 01 Oct Sep 2012 Senior Supplier J Peck 01 Oct Sep 2012 Registry Data Cleansing Temp To be appointed 15 Mar Sep per week Suppliers UCL Registry Team 01 Oct Sep 2012 Suppliers SoP Registry Team 01 Oct Sep 2012 Senior Supplier J Everard 01 Oct Sep 2012 Senior Supplier J Lyndsay 01 Oct Sep 2012 HR Data Cleansing Temp To be appointed 15 Mar Sep per week Cumulative total person days to Project Progress Reporting Template v2.6 UCL 2011 Page 7 of 10

8 Role name Resource name Start of assignment End of assignment Total no. of person-days allocated to the project Total persondays this period Cumulative total person days to Suppliers UCL HR Teams 01 Oct Sep 2012 Suppliers SoP HR Tea, 01 Oct Sep 2012 Senior Supplier N Arnold 01 Oct Sep 2012 Senior Supplier L Wells 01 Oct Sep 2012 Suppliers UCL Finance Team 01 Oct Sep 2012 Suppliers SoP Finance Team 01 Oct Sep 2012 Senior Supplier S Minett 01 Oct Sep 2012 Senior Supplier J Newbury 01 Oct Sep 2012 Senior Supplier J O Brien 01 Oct Sep 2012 Suppliers UCL Estates Teams 01 Oct Sep 2012 Suppliers SoP Estates & Facilities 01 Oct Sep 2012 Senior Supplier G McLachlan 01 Oct Sep 2012 Senior Supplier S Massiah 01 Oct Sep 2012 Supplier R Passey 01 Oct Sep 2012 Supplier AISC live@ucl Project Team 01 Apr May 2012 Supplier T Poppleton 01 Oct Sep 2012 Supplier M Turpin 01 Oct Sep 2012 SIGNIFICANT ISSUES ID Date raised Title and description Severity Owner I3 10 Feb 2012 There are currently insufficient resources available in Registry and SoP HR teams to undertake the data cleansing and data transfer required. High A Whalley 31 Mar Target resolution Up log The Programme Manager has proposed to A Whalley the provision of 2 temps for 6-months to assist both areas. Low Status Project Progress Reporting Template v2.6 UCL 2011 Page 8 of 10

9 ID Date raised Title and description Severity Owner Target resolution Up log Status I4 16 Feb 2012 There is significant scope of activity that is not IT related, but is currently unowned or co-ordinated. High S Winmill 31 Mar Escalated to A Whalley & JPMT. Agreement gained for A Whalley to recruit Business Operations PM to own & deliver this scope. Low SIGNIFICANT RISKS R1 R2 R3 R4 ID Title and Description Likelihood Impact Severity Owner Up log Status Any delivery planned between 20 th July 15 th August, dependent on attendance in central London is delayed due to Olympics travel disruption, and strategic outcomes are not achieved Dependent activities in the critical path, fail to deliver on time (especially between different teams), and strategic outcomes are not achieved Operational resources do not have time to absorb additional work required and strategic outcomes are not achieved IT resources are already committed to other projects or operational duties, and are unavailable to deliver required activity, and strategic outcomes are not achieved S Winmill S Winmill S Winmill S Winmill All items of delivery planned for this period must have a fallback/contingency strategy. And/or be able to be executed remotely. IT & Data Programme monitors dependent activities & critical path, with work stream leads and reports impacts of delays as early as possible. Senior Operational Leads flag resource issues early, so additional support can be provided SoP activity is negotiated into existing project scopes and timelines, with additional resources provided, if necessary. AMBER AMBER AMBER AMBER Project Progress Reporting Template v2.6 UCL 2011 Page 9 of 10

10 R5 ID Title and Description Likelihood Impact Severity Owner Up log Status HR consultation on any individual job changes detracts key staff from focus on critical activity, and strategic outcomes are not achieved S Winmill Delivery requirements are sensitive to individual s circumstances and planned accordingly. AMBER Project Progress Reporting Template v2.6 UCL 2011 Page 10 of 10